Hi everybody,
In our office, a few staff members are misusing the office telephone lines by making personal calls. Additionally, they receive personal calls frequently on their mobile phones. This misuse of communication channels is affecting their ability to concentrate on their job tasks.
My boss has requested that I prepare a warning letter addressing this issue. I would appreciate any guidance or assistance you can provide in drafting this letter.
Thanks & Regards,
Neetha
From India, Bangalore
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In our office, a few staff members are misusing the office telephone lines by making personal calls. Additionally, they receive personal calls frequently on their mobile phones. This misuse of communication channels is affecting their ability to concentrate on their job tasks.
My boss has requested that I prepare a warning letter addressing this issue. I would appreciate any guidance or assistance you can provide in drafting this letter.
Thanks & Regards,
Neetha
From India, Bangalore
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Dear Neetha,
Warning letter for long-duration telephone calls may work initially, but the situation is likely to revert to normal soon. The underlying issue is the lack of work pressure. Even if an office notice is issued, will you be able to monitor and catch the offenders? How much time will be consumed in proving whether a call was personal and determining the culpability of the caller or receiver?
You can establish performance measures for each position and delineate the distinctions between "poor," "good," "very good," and "excellent" job ratings. Begin evaluating the work output against the time spent on activities. This approach will gradually increase the pressure on employees. For underperformers, issue improvement notices, and if there is no progress, consider terminating the employment of at least 1-2 individuals. This action will send a clear message to all employees.
Does your EPABX system have the capability to trace the extension from which calls were made? If so, identify the department responsible for the calls and request an explanation from the Head of the Department. Pressure from the HODs will deter further misconduct.
Regarding incoming calls on mobile phones, the problem may escalate with the introduction of 3G services, as video calls could become more prevalent alongside audio calls.
You requested a draft of the letter, and I have provided all this information. However, I firmly believe that augmenting work pressure through performance metrics will be effective. As for the draft notice, it could be structured as follows:
---
Office Circular/Notice No ____/2010
1. Numerous non-official telephone calls have been observed, and these practices must be promptly addressed.
2. Each extension will now be monitored for call frequency, and HODs must justify the necessity of each call.
3. Excessive chatting on telephones, including incoming calls, has been noted among some staff members. This behavior should cease immediately.
4. While telephone and mobile phone usage is essential, employees should refrain from prolonged calls. HODs are responsible for enforcing this notice, and disciplinary action will be taken for violations.
---
Your feedback and input from other senior members are appreciated.
Dinesh V Divekar
From India, Bangalore
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8032Warning letter for long-duration telephone calls may work initially, but the situation is likely to revert to normal soon. The underlying issue is the lack of work pressure. Even if an office notice is issued, will you be able to monitor and catch the offenders? How much time will be consumed in proving whether a call was personal and determining the culpability of the caller or receiver?
You can establish performance measures for each position and delineate the distinctions between "poor," "good," "very good," and "excellent" job ratings. Begin evaluating the work output against the time spent on activities. This approach will gradually increase the pressure on employees. For underperformers, issue improvement notices, and if there is no progress, consider terminating the employment of at least 1-2 individuals. This action will send a clear message to all employees.
Does your EPABX system have the capability to trace the extension from which calls were made? If so, identify the department responsible for the calls and request an explanation from the Head of the Department. Pressure from the HODs will deter further misconduct.
Regarding incoming calls on mobile phones, the problem may escalate with the introduction of 3G services, as video calls could become more prevalent alongside audio calls.
You requested a draft of the letter, and I have provided all this information. However, I firmly believe that augmenting work pressure through performance metrics will be effective. As for the draft notice, it could be structured as follows:
---
Office Circular/Notice No ____/2010
1. Numerous non-official telephone calls have been observed, and these practices must be promptly addressed.
2. Each extension will now be monitored for call frequency, and HODs must justify the necessity of each call.
3. Excessive chatting on telephones, including incoming calls, has been noted among some staff members. This behavior should cease immediately.
4. While telephone and mobile phone usage is essential, employees should refrain from prolonged calls. HODs are responsible for enforcing this notice, and disciplinary action will be taken for violations.
Authorized Signatory Date: -
---
Your feedback and input from other senior members are appreciated.
Dinesh V Divekar
From India, Bangalore
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Dear Neetha,
I am in total agreement with Mr. Dinesh's views.
Warning letters don't work.
EPABX systems will certainly be able to track calls made extension number-wise, and if you further want to investigate, you can assign a unique code to each employee. The employee must keep this code confidential and dial it before getting the ringing tone. By tracking this unique code, you can even pinpoint how many calls are made by each employee, the purpose, and the duration of the calls.
Recover the call charges due from the employee, and this will put the defaulters in place.
Regarding incoming calls, ask the EPABX operator to keep track of incoming calls and report to you on a daily basis.
If you have provided sufficient extensions in the workplace with a paging facility to reach the employee if they are not in their workplace, then why should employees be permitted to use mobile phones? Ban the entry of mobile phones.
I also endorse the statement made by Mr. Dinesh that private calls are made by people who are not otherwise engaged. This exercise will also expose people who are underutilized.
Best regards,
M.V. Kannan
From India, Madras
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I am in total agreement with Mr. Dinesh's views.
Warning letters don't work.
EPABX systems will certainly be able to track calls made extension number-wise, and if you further want to investigate, you can assign a unique code to each employee. The employee must keep this code confidential and dial it before getting the ringing tone. By tracking this unique code, you can even pinpoint how many calls are made by each employee, the purpose, and the duration of the calls.
Recover the call charges due from the employee, and this will put the defaulters in place.
Regarding incoming calls, ask the EPABX operator to keep track of incoming calls and report to you on a daily basis.
If you have provided sufficient extensions in the workplace with a paging facility to reach the employee if they are not in their workplace, then why should employees be permitted to use mobile phones? Ban the entry of mobile phones.
I also endorse the statement made by Mr. Dinesh that private calls are made by people who are not otherwise engaged. This exercise will also expose people who are underutilized.
Best regards,
M.V. Kannan
From India, Madras
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Hello, Ms. Neetha,
In addition to Mr. Dinesh's suggestions, you can block the facility of outcalling from all the extensions, meaning extensions would be used for internal purposes. The password of the extension to unlock STD can be given to those employees who actually need the official telephones for outcalling.
Thanks & Regards,
Raj
From India, Ghaziabad
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In addition to Mr. Dinesh's suggestions, you can block the facility of outcalling from all the extensions, meaning extensions would be used for internal purposes. The password of the extension to unlock STD can be given to those employees who actually need the official telephones for outcalling.
Thanks & Regards,
Raj
From India, Ghaziabad
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Hi Neetha,
As HR professionals, we should understand that employees can feel isolated without their families and friends. Such situations are bound to occur, and issuing warnings may further impact their productivity. Implementing changes to the system is the most effective way to address these challenges.
Hope for the best.
Regards,
Jacky Christian
From India, Ahmadabad
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As HR professionals, we should understand that employees can feel isolated without their families and friends. Such situations are bound to occur, and issuing warnings may further impact their productivity. Implementing changes to the system is the most effective way to address these challenges.
Hope for the best.
Regards,
Jacky Christian
From India, Ahmadabad
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Hi, This is a good suggestion because issuing a warning letter will not be a good idea. At the end of the day through EPABX, we can review the outgoing calls and take further steps. I am also facing the same problem in our company; employees are carrying mobile phones inside the office premises, which is strictly banned in our company, especially during the night shift. This is really a big headache for us.
From India, Bangalore
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From India, Bangalore
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Hi, Just a small addition as you can restric outgoing calls from the extensions. But if there is any emergency or work related calls, ask them to call operator and connect them. Regards Chanda Patel
From India, Mumbai
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From India, Mumbai
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Hi,
According to my experience, I am giving some suggestions. Please look into this:
1) First, segregate official and personal calls as per the phone bill.
2) Second, contact individuals who made personal calls, warn them personally, and advise them not to repeat the behavior. If they continue, we will need to take serious action.
3) Provide strict instructions to security not to allow mobile phones inside; this measure will address the issue.
4) Finally, allocate break time for phone conversations.
Thank you,
Anuradha S.
9663376729
From India, Bangalore
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According to my experience, I am giving some suggestions. Please look into this:
1) First, segregate official and personal calls as per the phone bill.
2) Second, contact individuals who made personal calls, warn them personally, and advise them not to repeat the behavior. If they continue, we will need to take serious action.
3) Provide strict instructions to security not to allow mobile phones inside; this measure will address the issue.
4) Finally, allocate break time for phone conversations.
Thank you,
Anuradha S.
9663376729
From India, Bangalore
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Dear Neeta,
See if you can implement the following action points:
A. Change the inter-calling facility of the PBEX system.
B. Implement a 30- or 45-second dialer tone to minimize specific call durations.
C. Implement zero dialing facility for outgoing calls.
D. Implement an employee code requirement before dialing any numbers. This will ensure tracking of calls made by employees.
E. Circulate these details monthly to the employees for monitoring purposes.
If your organization has provided corporate connections to employees, adjust the credit limit for usage. Make group or organizational calling free or charge minimally.
Thank you.
From India, Mumbai
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See if you can implement the following action points:
A. Change the inter-calling facility of the PBEX system.
B. Implement a 30- or 45-second dialer tone to minimize specific call durations.
C. Implement zero dialing facility for outgoing calls.
D. Implement an employee code requirement before dialing any numbers. This will ensure tracking of calls made by employees.
E. Circulate these details monthly to the employees for monitoring purposes.
If your organization has provided corporate connections to employees, adjust the credit limit for usage. Make group or organizational calling free or charge minimally.
Thank you.
From India, Mumbai
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Dear Neetha,
Mr. Dinesh has provided a good draft circular. You may proceed with it, making suitable modifications as necessary.
1. You should post a circular as he has suggested.
2. You may request your boss to convene a meeting and communicate the concern to everyone.
3. If individuals do not respond to the circular/meeting, issue warning letters.
4. If the behavior persists, you may proceed with deductions for personal calls (a monitoring system needs to be implemented).
5. Additionally, consider the impact on the team.
Regards,
K. Ramachandra
Bangalore
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Mr. Dinesh has provided a good draft circular. You may proceed with it, making suitable modifications as necessary.
1. You should post a circular as he has suggested.
2. You may request your boss to convene a meeting and communicate the concern to everyone.
3. If individuals do not respond to the circular/meeting, issue warning letters.
4. If the behavior persists, you may proceed with deductions for personal calls (a monitoring system needs to be implemented).
5. Additionally, consider the impact on the team.
Regards,
K. Ramachandra
Bangalore
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